Job Vacancy Announcement - Open Records Specialist 1/Open Records Unit

Job Vacancy Announcement- Open Records Specialist 1

Open Records Unit\Legal Services Division- Atlanta

Pay Grade F- Job Code GST120

FLSA Status: -Non-Exempt

Salary minimum: $26,754.00

POSITION SUMMARY

Receives, analyzes and responds to requests for department records related to administrative, operational, civil and criminal matters within the required deadlines established by state law. Reviews, analyzes and provides information and updates to requestors and other stakeholders.

ESSENTIAL FUNCTIONS

  • PRIMARY RESPONSIBILITIES: ANALYSES

    • Conduct accurate legal analysis to redact all information that is protected according to state and federal law.  Records that require review and redaction include paper documents, electronic files, photographs, videos and audio files.

    • Provide a requester with each legal basis for every redaction, including every document withheld from disclosure.

    • Analyze the requested records or the expected number and type of records from the internal sources and, within the required three business days of receipt, either provide the records to the requester or a reasonable estimate of time for providing the records, and an estimate of costs (if applicable).

    • Maintain a working knowledge of the Georgia Open Records Act and department training related to the Act.

    • Provide legal responses to civil and criminal subpoenas, nonparty requests for production of documents and deposition notices for cases in civil litigation.

    • Determine the appropriate source of requested records within the department. Extensive research may be required, depending on the type of record requested.

    • Evaluate new requests to determine what records are being requested, and ask for clarification from requestors, if needed.

    • Contact district attorneys, solicitors and other court personnel to determine the status of underlying criminal cases in order to determine whether requested criminal records are releasable.

    • Maintain a thorough knowledge and understanding of the services, policies, programs and operations of the Department (staffed with 1109 law enforcement officers within three different law enforcement divisions, 120 departmental policies and 280 field operation forms).

  • SECONDARY RESPONSIBILITIES: CUSTOMER SERVICE, CLERICAL WORK, COMPUTER SKILLS & ORGANIZATION:

    • Request, collect and track the receipt of the requested records from sources within the department. Compare the received records to the original request to ensure accuracy and completeness.

    • Provide invoices and receive payments from requestors when applicable.

    • Determine and track the status of investigations conducted by department personnel in order to determine whether requested investigative records are releasable.

    • Read, watch and/or listen to all information included within each record, ranging from simple data fields to complex, technical narratives and/or descriptions.

    • Maintain an accurate file on each request and the department’s response in accordance with department retention schedules.

    • Maintain the department’s electronic database for requests by accurately logging, retrieving and updating information for each request.

    • Provide quality customer service, including accurate and timely information and answers to inquiries from internal and external customers.

      WORK ENVIRONMENT

      Work is performed primarily in office, regular business hours Monday through Friday. The following factors contribute to creating stressful and demanding working conditions:

  • high volume of work

  • deadlines required by state law

POSITION QUALIFICATIONS

Competencies:

  • Analytical skills
  • Ability to multi-task
  • Ability to research
  • Customer Service

Minimum Qualifications: 

High School Diploma or GED AND Six months of experience handling customers questions, complaints and/or providing information.

Computer Skills:  Ability to operate multi-function copier to scan and email documents. Ability to operate standard Microsoft Office software programs, including Microsoft Office. Ability to operate specialized software to redact files, including video and audio redaction.

   

Instructions to apply for this position:

Click on:   https://ga.taleo.net/careersection/ga_external/jobdetail.ftl?job=ADM06DF&tz=GMT-05%3A00

  

Application deadline:  Friday, November 16, 2018

This is an unclassified position unless filled by a classified employee. Only applicants chosen for interview will be contacted.  

The Georgia Department of Public Safety is an Equal Opportunity Employer.  Employees and applicants will not be discriminated against on the basis of race, color, religion, gender, natural origin, age, disability or genetic information.